Company Overview
It is a Houston-based longevity and optimization clinic that helps clients feel and perform their best through peptide therapy, hormone therapy, medical weight loss, prescription medications, IV and nutrient therapy, diagnostic testing, and advanced recovery treatments. The practice combines clinical care with a membership-based, relationship-focused model, and runs on well-built dashboards, alerts and workflows so the team can focus on client outcomes rather than spreadsheets.
Mission
We're hiring an Executive Assistant to be the provider's right hand and keep the clinic's day-to-day running smoothly. You'll own the schedule, prepare and track orders, turn provider dictation into clean clinical notes, and make sure every patient is followed up with and booked for their next step before they leave. If you love structure, take pride in leaving no loose ends, and enjoy being the person everyone relies on, you'll feel right at home.
Key Responsibilities
- Prepare and submit orders under the provider's direction, including labs, supplements and compounded medications. Track each order through to fulfillment and flag delays early.
- Draft and clean up clinical notes from provider dictation or visit recordings, then send them to the provider for review and signature.
- Own the schedule: book, confirm and reschedule appointments, and fill cancellations.
- Check in with patients after their protocol starts, confirm their shipments arrived, answer non-clinical questions, and escalate anything clinical to the provider the same day.
- Book follow-up appointments tied to pending results or refills, so the next visit is scheduled before the current one ends.
- Keep patient records, order logs and follow-up trackers accurate and up to date.
Qualifications
- Years of experience: 1+ years as an executive assistant, medical assistant, medical scribe, patient coordinator, or in another administrative healthcare role. A nursing or medical background is a strong asset.
- Industry knowledge: familiarity with lab-work logistics, prescription and refill workflows, medical terminology, or wellness and longevity medicine.
- Software: confident with professional email, calendar and scheduling tools, Word and Google Workspace. Experience with Mindbody or another practice management or EHR system is a plus. Familiarity with AI transcription tools is a plus.
- Language skills: fluent spoken and written English is mandatory. Spanish is a strong advantage.
- Traits: extremely detail-oriented, a structured organizer and a dependable team player.
Skills & Competencies
- Clear, accurate and professional written communication, especially when drafting clinical notes.
- Exceptional organization, time management and attention to detail.
- Strong follow-through: nothing gets dropped, delayed or forgotten.
- Good judgement on what's clinical and must go to the provider, versus what you can handle.
- Discretion, professionalism and HIPAA awareness when handling sensitive health information.
- A self-starter who takes ownership and stays calm when managing many moving parts.
Technical Requirements
- Own PC or laptop
- Reliable internet connection (wired recommended)
- Noise-cancelling headset and a quiet, professional workspace
- Phone that can send SMS and make calls for patient follow-up
Position Description
- Working hours: 9 hours, 4:00 PM to 1:00 AM Beirut time
- Working days: 5 days a week
- Days off: Saturday and Sunday
- Work location: Fully remote, from anywhere
- PTO: time off can be requested anytime with advance notice
- Salary: $1,500/month